Office Manager/Executive Assistant

$58,240 - $66,560/Yr

Nami San Diego - San Diego, CA

Full-time - Mid Level

San Diego, CA

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

NAMI San Diego & Imperial Counties is seeking a highly organized and proactive Office Manager/Executive Assistant to join their administrative team. This role is crucial for ensuring the smooth operation of the office and providing executive support to the leadership team. The ideal candidate will be detail-oriented and passionate about supporting a non-profit environment.

Responsibilities

• Oversee the day-to-day operations of the administrative office, ensuring a productive and efficient work environment.
• Manage office supplies and equipment and coordinate with facilities for maintenance and repairs.
• Develop and implement office policies and procedures to enhance productivity and efficiency.
• Manage office budgets and track expenses to ensure cost-effective operations.
• Organize and maintain office files, records, and documentation, ensuring confidentiality and compliance with organizational policies.
• Provide high-level administrative support to the executive team, including scheduling meetings and managing calendars.
• Prepare and edit correspondence, reports, presentations, and other documents on behalf of the executive team.
• Assist with meeting preparation, including creating agendas and taking minutes during meetings.
• Act as a liaison between the executive team and internal/external stakeholders, managing communications.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist in planning and executing organizational events, meetings, and other activities.
• Support special projects and initiatives as directed by the executive team.
• Coordinate staff meetings, retreats, and training sessions, including venue selection and catering.
• Manage incoming and outgoing communications, ensuring prompt responses.
• Maintain and update contact lists, distribution lists, and databases for the organization.
• Provide general administrative support to staff, including document preparation and data entry.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• A minimum of 3-5 years of experience in office management, executive support, or a similar role, preferably in a non-profit organization.
• Excellent organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills, with a professional and approachable demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving abilities.
• High level of discretion and confidentiality in handling sensitive information.
• Strong interpersonal skills and the ability to build positive relationships with colleagues, stakeholders, and partners.